16 Weeks Event Planning Checklist (Page 2 of 3) in pdf

16 Weeks Event Planning Checklist Page 2

6 Weeks Before The Event

Add the event to your chapter website.

Arrange for audio-visual equipment such as a podium and microphone, if needed.

5 Weeks Before The Event

If appropriate, have door prize selected and ordered.

Distribute email invitations to your newsletter subscribers.

Share the event information with sponsors and partners to be promoted to their customers.

3 Weeks Before the Event

Send news release about the event to local media.

Distribute email invitations to your newsletter subscribers.

2 Weeks Before the Event

Distribute email invitations to your newsletter subscribers.

Make calls to media to generate interest in event.

Post flyers publicizing the event in your office, bank branch lobbies, convenience stores,

libraries and other locations in your community.

1 Week Before the Event

Distribute “last call” email invitations to your newsletter subscribers.

Notify caterer about the number of attendees expected.

Visit the site of the event to familiarize yourself with the layout. Pay special attention to the

location of the electrical outlets, light switches, telephones, trashcans, coat checks, and

restrooms. Meet with the audiovisual expert, if appropriate. Make sure there will be A/V

support throughout the event in case of glitches.

Assign a greeter for the event.

Make name tags for the event.

16 Weeks Event Planning Checklist Page 2